# Basic guide for organising project data

**URL:** https://www.ilovephilosophy.com/t/basic-guide-for-organising-project-data/84737
**Category:** Science, Technology, and Math
**Created:** [February 12, 2026, 10:55pm UTC](https://www.ilovephilosophy.com/t/basic-guide-for-organising-project-data/84737 "2026-02-12T22:55:34Z")
**Posts on this page:** 2
**Page:** 1

<div class="post-metadata">

### Author: ![formeruser12](https://www.ilovephilosophy.com/letter_avatar_proxy/v4/letter/f/c37758/32.png) [@formeruser12](https://www.ilovephilosophy.com/u/formeruser12)
#### Post date: [February 12, 2026, 10:55pm UTC](https://www.ilovephilosophy.com/t/basic-guide-for-organising-project-data/84737/1 "2026-02-12T22:55:34Z")

</div>

### Basic guide for organising project data

### Ongoing, suggestions welcome.

Related project:  
[https://www.ilovephilosophy.com/t/box-in-a-box/84705/11](https://www.ilovephilosophy.com/t/box-in-a-box/84705/11)  
(WARNING: SWEARING)

* * *

Create local folder structure (without example files):

> ```plaintext
> project_zeus/
> │
> ├── AI
> │ ├── hardware_resources.txt
> │ ├── initial_prompt.txt
> │ └── project_prompt.txt
> │
> ├── docs
> │ ├── Project Zeus.doc
> │ ├── Project Zeus.pdf
> │ ├── Cost Estimate.xls
> │ └── Standard Spiel for Dim Corporate Types v2.2.docx
> │
> ├── images
> │ ├── haha_you_fanny.jpg
> │ └── grok_initial_prompt_response.png
> │
> ├── mess
> │ └── mess.txt
> │
> └── project
> │
> ├── logic
> │ ├── file_v1.0
> │ ├── file_v11.4
> │ └── file_v4.0
> │
> ├── outline
> │ ├── file_v1.0
> │ ├── file_v11.4
> │ └── file_v4.0
> │
> ├── phase1
> │ ├── file_v1.0
> │ ├── file_v11.4
> │ └── file_v4.0
> │
> ├── phase2
> │ ├── file_v1.0
> │ ├── file_v11.4
> │ └── file_v4.0
> │
> └── phase3
> ├── file_v1.0
> ├── file_v11.4
> └── file_v4.0
> 
> ```

Descriptions:

> `project_zeus`
> 
> Top level folder for this project.

> `AI`
> 
> For AI prompts and useful generated output.

> `docs`
> 
> For formatted documents somehow related to the project.

> `images`
> 
> For images somehow related to the project and screen captures.

> `mess`
> 
> Can also be called `tmp` or `temp` or whatever you like, bet mine gets messy.. 🙄, but a mess is better than nothing when grabbing stuff.
> 
> I use `mess.txt` as a filename index.

> 💭 _Further folders can be added as needed, but I wouldn’t get carried away. Try to keep them simple and relevant. For example, you might want to also have a `media`, or `ready` folder in the project root folder, or something like that._

> `project`
> 
> This is your actual project (story so far) folder. Approved (at the time) stuff only in here. You can use any data format you like, but for written stuff I pretty much always just write plain ASCII text documents, there is no heavy reliance on specific software to view the data. But regardless of formatting, _everything must be versioned_.
> 
> You may need other folders than `logic` and `outline` depending on the project, I just find those work well for most stuff I do.
> 
> The `phase..` folders should have subfolders relevant to that phase. For example:
> 
> ```plaintext
> ├── phase1
> │ ├── 1_prepare_environment
> │ ├── 2_test_components
> │ ├── 3_full_testing
> │ └── ideas
> 
> ```

* * *

Versioning:

> Versioning should be applied to everything inside the `project` folder, right in the filename. I just use `<filename>_v1.4, _v2.0..` and so forth, it’s ridiculously easy to keep track of visually, and I can see that it’s versioning from the `v`, but as long as _you_ understand your own versioning method, you can use whatever you want.
> 
> The easiest possible route to versioning is to just have it follow the current phase of the project. E.g. `3.4` for phase 3, 4th step, but this is not always suitable, it depends..
> 
> You can upgrade your versioning system to more detail mid project without (any?) ill effects, as long as you are just adding more detail, i.e. `v7.47` - phase 7, 4th step, 7th revision.
> 
> Tacking on versions to your files in the project folder soon becomes automatic, and you will easily spot when it’s not there. All good habits.

> **Versioning checker**
>
> ```plaintext
> niall@desktop ~/W/project_zeus/project> nano validate_v1.0
> 
> ```
> 
> ```bash
> #!/bin/bash
> 
> echo
> echo "Unversioned files:"
> echo "------------------"
> find . -type f ! -name '*v[0-9]*.[0-9]*'
> echo
> echo "Done."
> 
> ```
> 
> ```plaintext
> chmod +x validate_v1.0
> 
> ```
> 
> ```auto
> niall@desktop ~/W/p/project> ./validate_v1.0
> 
> Unversioned files:
> ------------------
> ./logic/no_decimal_place_v1.txt
> ./phase1/ideas/unversioned_file.txt
> ./phase2/improperly_versioned2.2
> 
> Done.
> 
> ```

* * *

Searching:

> **Finding stuff**
>
> In the same folder:
> 
> > ```plaintext
> > niall@desktop ~/W/project_zeus/images> find *haha*
> > haha_you_fanny.jpg
> > 
> > niall@desktop ~/W/project_zeus/images> find *grok*
> > grok_initial_prompt_response.png
> > 
> > niall@desktop ~/W/project_zeus/images> find *response*
> > different_response.png
> > grok_initial_prompt_response.png
> > 
> > niall@desktop ~/W/project_zeus/images>
> > 
> > ```
> > 
> > I pretty much manually rename everything project related that I grab for this reason.
> 
> * * *
> 
> > **You can do it this way..**
> >
> > Finding all relevant project stuff (from the command line):
> > 
> > > ```plaintext
> > > niall@desktop ~/W/project_zeus> find . -name "*grok*"
> > > ./images/grok_initial_prompt_response.png
> > > 
> > > niall@desktop ~/W/project_zeus> find . -name "*testing*"
> > > ./project/phase1/3_full_testing
> > > 
> > > niall@desktop ~/W/project_zeus> find . -name "*fanny*"
> > > ./images/haha_you_fanny.jpg
> > > 
> > > niall@desktop ~/W/project_zeus> find . -name "*Corporate*"
> > > ./docs/Standard Spiel For Dim Corporate Types.docx
> > > 
> > > niall@desktop ~/W/project_zeus> find . -name "*v4.0*"
> > > ./project/phase3/file_v4.0
> > > ./project/logic/file_v4.0
> > > ./project/outline/file_v4.0
> > > 
> > > niall@desktop ~/W/project_zeus> find . -name "*11.4*"
> > > ./project/phase3/file_v11.4
> > > ./project/logic/file_v11.4
> > > ./project/phase2/file_v11.4
> > > ./project/outline/file_v11.4
> > > 
> > > niall@desktop ~/W/project_zeus> find . -name "*png*"
> > > ./images/different_response.png
> > > ./images/grok_initial_prompt_response.png
> > > 
> > > niall@desktop ~/W/project_zeus>
> > > 
> > > ```
> 
> * * *
> 
> Or (in root project folder):
> 
> ```plaintext
> echo 'find . -name "*$1*"' > search
> 
> ```
> 
> ```plaintext
> chmod +x search
> 
> ```
> 
> > ```plaintext
> > niall@desktop ~/W/project_zeus> ./search fanny
> > ./images/haha_you_fanny.jpg
> > 
> > niall@desktop ~/W/project_zeus> ./search v1
> > ./project/phase3/file_v11.4
> > ./project/phase3/file_v1.0
> > ./project/logic/file_v11.4
> > ./project/logic/file_v1.0
> > ./project/phase2/file_v11.4
> > ./project/phase2/file_v1.0
> > ./project/outline/file_v11.4
> > ./project/outline/file_v1.0
> > 
> > niall@desktop ~/W/project_zeus> ./search "Standard Spiel"
> > ./docs/Standard Spiel For Dim Corporate Types.docx
> > 
> > niall@desktop ~/W/project_zeus> ./search ok
> > ./images/grok_initial_prompt_response.png
> > 
> > niall@desktop ~/W/project_zeus> ./search file
> > ./project/phase3/file_v11.4
> > ./project/phase3/file_v1.0
> > ./project/phase3/file_v4.0
> > ./project/logic/file_v11.4
> > ./project/logic/file_v1.0
> > ./project/logic/file_v4.0
> > ./project/phase2/file_v11.4
> > ./project/phase2/file_v1.0
> > ./project/outline/file_v11.4
> > ./project/outline/file_v1.0
> > ./project/outline/file_v4.0
> > 
> > niall@desktop ~/W/project_zeus> ./search .docx
> > ./docs/Standard Spiel For Dim Corporate Types.docx
> > 
> > niall@desktop ~/W/project_zeus> ./search prompt
> > ./images/grok_initial_prompt_response.png
> > ./AI/project_prompt.txt
> > ./AI/initial_prompt.txt
> > 
> > niall@desktop ~/W/project_zeus> ./search 3_
> > ./project/phase1/3_full_testing
> > 
> > niall@desktop ~/W/project_zeus> ./search prep
> > ./project/phase1/1_prepare_environment
> > 
> > ```

* * *

Backups:

> **Easy backup**
>
> Backing up to server (create this file in your own “projects” folder):
> 
> ```plaintext
> niall@desktop ~/projects> nano backup
> 
> ```
> 
> ```bash
> #!/bin/bash
> 
> backup_destination="niall@server:/home/niall/projects"
> rsync -azP $1 $backup_destination
> echo "Done."
> 
> ```
> 
> ```plaintext
> niall@desktop ~/projects> chmod +x backup
> 
> ```
> 
> Then:
> 
> ```plaintext
> niall@desktop ~/projects> ls
> backup* project_persephone/ project_zeus/ 
> 
> niall@desktop ~/projects> ./backup project_zeus
> 
> sending incremental file list
> project_zeus/
> project_zeus/AI/
> project_zeus/AI/output/
> project_zeus/AI/prompts/
> project_zeus/AI/prompts/initial_prompt.txt
> 0 100% 0.00kB/s 0:00:00 (xfr#1, to-chk=9/18)
> project_zeus/AI/prompts/project_prompt.txt
> 0 100% 0.00kB/s 0:00:00 (xfr#2, to-chk=8/18)
> project_zeus/docs/
> project_zeus/docs/MS/
> project_zeus/docs/PDF/
> project_zeus/images/
> project_zeus/mess/
> project_zeus/mess/mess.txt
> 0 100% 0.00kB/s 0:00:00 (xfr#3, to-chk=5/18)
> project_zeus/project/
> project_zeus/project/logic/
> project_zeus/project/outline/
> project_zeus/project/phase1/
> project_zeus/project/phase2/
> project_zeus/project/phase3/
> Done.
> 
> ```
> 
> Files now on server:
> 
> ```plaintext
> niall@desktop ~/projects> ssh niall@server tree ~/projects
>  
> /home/niall/projects
> └── project_zeus
> ├── AI
> │ ├── output
> │ └── prompts
> │ ├── initial_prompt.txt
> │ └── project_prompt.txt
> ├── docs
> │ ├── MS
> │ └── PDF
> ├── images
> ├── mess
> │ └── mess.txt
> └── project
> ├── logic
> ├── outline
> ├── phase1
> ├── phase2
> └── phase3
> 
> 16 directories, 3 files
> 
> niall@desktop ~/projects> 
> 
> ```
> 
> If everything is up to date:
> 
> ```plaintext
> niall@desktop ~/projects> ./backup project_zeus
>  
> sending incremental file list
> Done.
> 
> ```
> 
> But if something has changed:
> 
> ```plaintext
> niall@desktop ~/projects> ./backup project_zeus
>  
> sending incremental file list
> project_zeus/AI/prompts/
> project_zeus/AI/prompts/initial_prompt.txt
> 20 100% 0.00kB/s 0:00:00 (xfr#1, to-chk=9/18)
> Done.
> 
> niall@desktop ~/projects>
> 
> ```
> 
> ```plaintext
> BYTES % SPEED TIME FILE # CHECK
> ---------------------------------------------------
> 20 100% 0.00kB/s 0:00:00 (xfr#1, to-chk=9/18)
> 
> ```

* * *

Questions:

> 💭 _Why do all this manually? Why not automate it all?_
> 
> Your project is your bonsai tree, grow it with care. Manually creating the basic structure for your project will remind you of what’s involved and create strong roots. If you can get this right, then the project will almost develop itself. The small amount of discipline required simplifies everything.

> 💭 _Wait, what if I want to rename my project?_
> 
> Do the following:
> 
> ```plaintext
> niall@desktop ~/projects> ls
> backup* project_persephone/ project_zeus/
> 
> ```
> 
> To copy the existing to a new name:
> 
> ```plaintext
> niall@desktop ~/projects> cp -r project_zeus/ project_cronos/
> 
> ```
> 
> Or to rename without making a copy:
> 
> ```plaintext
> niall@desktop ~/projects> mv project_zeus/ project_cronos/
> 
> ```
> 
> Then:
> 
> ```plaintext
> niall@desktop ~/projects> ls
> backup* project_cronos/ project_persephone/ /project_zeus
> 
> ```
> 
> Just leave everything named “project\_zeus” or “Project Zeus” inside your project as it is. You will know it now needs revision if there is not a “project\_cronos” or “Project Cronos” equivalent file present. If you now successfully backup `project_zeus`, you can remove it from your projects folder if so desired.

> **Backup after rename**
>
> > ```plaintext
> > niall@desktop ~/projects> ./backup project_cronos 
> > sending incremental file list
> > created directory /home/niall/projects/project_cronos
> > ./
> > AI/
> > AI/output/
> > AI/prompts/
> > AI/prompts/initial_prompt.txt
> > 20 100% 0.00kB/s 0:00:00 (xfr#1, to-chk=9/18)
> > AI/prompts/project_prompt.txt
> > 0 100% 0.00kB/s 0:00:00 (xfr#2, to-chk=8/18)
> > docs/
> > docs/MS/
> > docs/PDF/
> > images/
> > mess/
> > mess/mess.txt
> > 0 100% 0.00kB/s 0:00:00 (xfr#3, to-chk=5/18)
> > project/
> > project/logic/
> > project/outline/
> > project/phase1/
> > project/phase2/
> > project/phase3/
> > 
> > sent 721 bytes received 194 bytes 261.43 bytes/sec
> > total size is 20 speedup is 0.02
> > Done.
> > 
> > ```

* * *

If you’re happy with my structure..

> **Automation**
>
> Shortcuts for UNIX (Linux, Mac, BSD, etc):
> 
> ```plaintext
> mkdir -p project_zeus/{AI/{prompts,output},docs/{PDF,MS},images,mess,project/{logic,outline,phase1,phase2,phase3}}
> 
> ```
> 
> ```plaintext
> touch project_zeus/mess/mess.txt && touch project_zeus/AI/prompts/initial_prompt.txt && touch project_zeus/AI/prompts/project_prompt.txt
> 
> ```
> 
> ```plaintext
> niall@desktop ~/tmp> tree
> .
> └── project_zeus
> ├── AI
> │ ├── output
> │ └── prompts
> │ ├── initial_prompt.txt
> │ └── project_prompt.txt
> ├── docs
> │ ├── MS
> │ └── PDF
> ├── images
> ├── mess
> │ └── mess.txt
> └── project
> ├── logic
> ├── outline
> ├── phase1
> ├── phase2
> └── phase3
> 
> 16 directories, 3 files
> niall@desktop ~/tmp>  
> 
> ```
> 
> * * *
> 
> Mess list:
> 
> ```plaintext
> echo 'ls -1 . > mess.txt && echo "Done."' > project_zeus/mess/mess
> 
> ```
> 
> ```plaintext
> chmod +x project_zeus/mess/mess
> 
> ```
> 
> ```plaintext
> niall@desktop ~/t/p/mess> ./mess
> Done.
> 
> niall@desktop ~/t/p/mess> cat mess.txt
> mess
> mess.txt
> 
> niall@desktop ~/t/p/mess>
> 
> ```
> 
> * * *
> 
> Shortcuts for Windows:
> 
> [Install WSL | Microsoft Learn](https://learn.microsoft.com/en-us/windows/wsl/install)
> 
> * * *
> 
> > 💭 _Needs full script.._

* * *

This guide is, of course, not suitable for every project, but should suffice for less complex ones.

Suggestions welcome.

---

<div class="post-metadata">

### Author: ![formeruser12](https://www.ilovephilosophy.com/letter_avatar_proxy/v4/letter/f/c37758/32.png) [@formeruser12](https://www.ilovephilosophy.com/u/formeruser12)
#### Post date: [February 13, 2026, 9:19pm UTC](https://www.ilovephilosophy.com/t/basic-guide-for-organising-project-data/84737/2 "2026-02-13T21:19:16Z")

</div>

Full script for auto creation.

In your main “projects” folder (`bonsai` can be whatever you want):

```bash
nano bonsai

```

```bash
#!/bin/bash

# bonsai - Plant your project with care
# A simple project structure generator

set -e

# Colors for output
RED='\033[0;31m'
GREEN='\033[0;32m'
YELLOW='\033[1;33m'
BLUE='\033[0;34m'
NC='\033[0m' # No Color

print_status() {
    echo -e "${GREEN}==>${NC} $1"
}

print_warning() {
    echo -e "${YELLOW}Warning:${NC} $1"
}

print_error() {
    echo -e "${RED}Error:${NC} $1"
}

print_info() {
    echo -e "${BLUE}-->${NC} $1"
}

show_help() {
    cat << EOF
Usage: ./bonsai <project-name>

Example:
    ./bonsai project_zeus

Options:
    -h, --help Show this help message
EOF
}

# Parse arguments
if ["$1" = "-h"] || ["$1" = "--help"]; then
    show_help
    exit 0
fi

PROJECT_NAME="$1"

if [-z "$PROJECT_NAME"]; then
    print_error "No project name provided"
    show_help
    exit 1
fi

# Check if project directory exists
if [-d "$PROJECT_NAME"]; then
    print_error "Directory already exists: $PROJECT_NAME"
    exit 1
fi

# Ask about helper scripts
echo
echo "Would you like to include the helper scripts? (search, backup, mess list, validator) [y/N] "
read -r include_scripts

# Show what will be done
echo
print_info "The following actions will be performed:"
echo " - Create directory: ./$PROJECT_NAME"
echo " - Create subdirectories: AI, docs, images, mess, project/{logic,outline,phase1,phase2,phase3}"
echo " - Create initial files: mess.txt, initial_prompt.txt, project_prompt.txt"

if [["$include_scripts" =~ ^[Yy]$ ]]; then
    echo " - Add helper scripts:"
    echo " ./$PROJECT_NAME/search"
    echo " ./$PROJECT_NAME/mess/mess"
    echo " ./$PROJECT_NAME/project/validate_v1.0"
    if [-f "backup"]; then
        echo " ./backup (already exists - will be skipped)"
    else
        echo " ./backup"
    fi
fi

echo
echo "Proceed? [y/N] "
read -r confirm

if [[! "$confirm" =~ ^[Yy]$ ]]; then
    print_status "Cancelled."
    exit 0
fi

# Create structure
print_status "Creating folder structure..."
mkdir -p "$PROJECT_NAME"/{AI,docs,images,mess,project/{logic,outline,phase1,phase2,phase3}}

# Create initial files
touch "$PROJECT_NAME/mess/mess.txt"
touch "$PROJECT_NAME/AI/initial_prompt.txt"
touch "$PROJECT_NAME/AI/project_prompt.txt"

# Add helper scripts if requested
if [["$include_scripts" =~ ^[Yy]$ ]]; then
    print_status "Adding helper scripts..."
    
    # search script in project root
    cat > "$PROJECT_NAME/search" << 'EOF'
#!/bin/bash
# Usage: ./search <pattern>

if [$# -eq 0]; then
    echo "Usage: ./search <pattern>"
    exit 1
fi

find . -name "*$1*" 2>/dev/null
EOF
    chmod +x "$PROJECT_NAME/search"
    print_info "Created $PROJECT_NAME/search"
    
    # mess list script
    cat > "$PROJECT_NAME/mess/mess" << 'EOF'
#!/bin/bash
# List current directory contents
ls -1 . > mess.txt
echo "Done."
EOF
    chmod +x "$PROJECT_NAME/mess/mess"
    print_info "Created $PROJECT_NAME/mess/mess"
    
    # validation script in project folder
    cat > "$PROJECT_NAME/project/validate_v1.0" << 'EOF'
#!/bin/bash

echo
echo "Unversioned files:"
echo "------------------"
find . -type f ! -name '*v[0-9]*.[0-9]*'
echo
echo "Done."
EOF
    chmod +x "$PROJECT_NAME/project/validate_v1.0"
    print_info "Created $PROJECT_NAME/project/validate_v1.0"
    
    # backup script in parent directory (same level as bonsai)
    if [-f "backup"]; then
        print_warning "backup script already exists, skipping..."
    else
        cat > "backup" << 'EOF'
#!/bin/bash
# Bonsai backup script - edit the destination before using
# Usage: ./backup <project-folder>

# Check if the project folder was specified:
if [$# -eq 0]; then
    echo "Usage: ./backup <project-folder>"
    echo "Example: ./backup project_projectable"
    exit 1
fi

# The full string prepared for rsync:
PROJECT="$1"
DEST="niall@server:/home/niall/projects/" # e.g., user@server:/home/user/projects/
TARGET="$DEST$PROJECT"

# Check if project folder exists:
if [! -d "$PROJECT"]; then
    echo "Project folder not found: $PROJECT"
    exit 1
fi

# Check if destination has been set:
if [-z "$DEST"]; then
    echo "Please edit this script and set DEST first"
    exit 1
fi

# Confirm the operation:
echo
echo "Backing up to: $TARGET"
echo
echo "Confirm?"

read -r confirm
if [[! "$confirm" =~ ^[Yy]$ ]]; then
    echo "Cancelled."
    exit 0
fi

# Perform the operation using rsync.
rsync -azP "$PROJECT" "$TARGET"
echo "Done."
EOF
        chmod +x "backup"
        print_info "Created ./backup"
        print_warning "Don't forget to edit ./backup and set DEST if needed"
    fi
fi

print_status "Done. Project created at ./$PROJECT_NAME"

if [["$include_scripts" =~ ^[Yy]$ ]]; then
    echo
    echo "Helper scripts available:"
    echo " ./$PROJECT_NAME/search - Find files"
    echo " ./$PROJECT_NAME/mess/mess - Update mess list"
    echo " ./$PROJECT_NAME/project/validate_v1.0 - Check versioning"
    echo " ./backup - Backup (configure first)"
fi

exit 0

```

Then:

```plaintext
chmod +x bonsai

```

To run:

```bash
./bonsai project_name

```

To backup: Alter the `DEST` in the script, e.g. `DEST="niall@server:/home/niall/projects/"`

```auto
nano backup

```

```auto
./backup project_name

```

Suggestions welcome.

[Syntax highlighting - #3 by niallm12](https://www.ilovephilosophy.com/t/syntax-highlighting/84759/3)